Temporary Administrative Support

Temporary - Administrative Support

Description

Job Summary

This position is located within IEEE Signal Processing Society (SPS) to provide full-time administrative support working up to 40 hours per weekfor various programs including SPS Education and multiple database clean-up efforts i.e. SPS Resource Center SPS SigPort and support reporting efforts for HubSpot address GDPR reporting and assist in contact duplication management.

General responsibilities (32 hours per week):

Specific responsibilities include but are not limited to:

- Assisting the Education Manager in preparing material for SPS Education courses webinars podcasts presenter correspondence certificates of participation and CEU requests.

- Providing back-up support during live sessions for SPS Education courses.

- Collecting customer feedback provided in course evaluations and providing reports on that data as needed.

- Assisting with the review of marketing messages to ensure accuracy.

- Assisting with the creation and distribution of email campaigns.

- Making annual updates to organizational documents pertaining to Webinar training managing conference-education partnership meeting materials brochures and program process documentation.

- Assisting in updating SPS program web pages as needed.

- Assisting in the development of the SPS Education Center and catalog creation.

- Assisting in the support and planning of SPS ongoing update to the Education Center.

- Assisting in the support of SPS Pre-University STEM Education Program.

- Assisting in the support of travel reimbursements and honorarium requests.

IEEE SPS Data Operations Support Needs (approximately 8 hours per week)

List Formatting & Import

o Format spreadsheets for HubSpot import (standardize fields remove errors)

o Validate contacts against existing database

o Upload cleaned lists to HubSpot and confirm successful imports

GDPR Requests Right to be Forgotten

o Monitor incoming GDPR deletion requests

o Check if the contact exists in HubSpot

o Mark completion in the request form

o Delete contact records when applicable

Contact Duplicate Management

o Review HubSpots duplicate contact alerts

o Verify if flagged contacts are true duplicates

o Merge duplicates while preserving key data

Qualifications

Education and Experience:

- Bachelors degree in communications marketing management education or related field.

- Project Management training and/or certification highly desirable.

- 4-6 years progressively responsible experience in an office environment

Skills and Other Requirements:

- High proficiency in either or both the Microsoft Office Suite or Google Application Suite particularly proficient in spreadsheet.

- High proficiency with web conference applications like Zoom and WebEx; experience with additional learning platforms a plus.

- Excellent organizational and time management skills including a demonstrated ability to perform tasks with limited direct supervision and independently solve problems.

- Strong interpersonal skills and the ability to effectively communicate with a wide range of individuals and groups from diverse settings and locations.

- Mature detail-oriented able to work well under deadline pressure and work independently as well as with a team.

- Strong oral and written communication skills.

- Attention to detail and deadlines

- Superior customer service orientation.

- Experience with contract administration a plus.

- Presentation and public speaking skills are desirable for this position.

- Proficient in use of SmartSheets or OpenWater platform a plus.

The individuals work hours shall conform to the following requirements:

- The individual shall work up to 40 hours per week.

- Individual should be located in the Piscataway New Jersey area and can attend in-person meetings in the Piscataway New Jersey office.

Salary Range:

• $28-$32/hr

Other Requirements:
As defined in IEEE Policies individuals currently serving on an IEEE board or committee are not eligible to apply.